Activant Prelude Collecting on Past Due Invoices
This class is designed for…
Financial managersAccounts receivable personnelAnyone who follows up with customers on past due invoices
Objectives
Set up credit collectionsSystem level requirementsCustomer level requirements
Include/exclude from collectionsCredit Collections Type (e.g., good, slow paying)
Credit collection activities and schedules
Generate collection activities and letters based on Credit Collections TypeEnter/view collection notesUse the Credit Collection Activity Report
This course will NOT cover…
Cash receipts Setting up customersEntering sales ordersPrinting invoicesCustom modificationsUser-specific topics or scenarios
Setting Up Credit Collections
Accounts Receivable ParametersAdditional Option ParametersCustomer MaintenanceCredit Collection TypesCredit Collection Activity CodesFollow-Up Collection Activities
Accounts Receivable Parameters
Indicates if security
codes are required
when scheduling collections
Customers’ whose balances are below this amount are excluded from collections.
Systems Menu > Option Parameters > Accounts Receivable Parameters
Additional Option Parameters
Number of days before collection comments
expire.
Determines if credits are included in collections.
Determines if disputed
invoices are included in collections.
Additional Option Parameters > F5-Addit Info
Customer Maintenance
N - Include in collectionsY - Do not include in collections D - Exclude from collections if A/R balance is below Credit Collections Min $
Minimum balance to include in collections
Customer Maintenance > F6-A/R > F5-Add Info
Customer Maintenance
B - Mail and faxE - EmailF - FaxM - MailS - Mail and email
Customer Maintenance > F6-A/R > F5-Add Info
Credit Collections Types
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Type Maintenance
Credit Collections Activity Codes
Determines if the activity generates a letter.
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Activity Maintenance
Credit Collection Activity Codes
Enter the text to appear in the
collection letter.
You can also include a list of
past due invoices.
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Activity Maintenance > F5-Document Text
Follow-Up Collection Activities
Type code created in Credit Collections Type Maintenance and
assigned to customers.
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Follow-Up Maintenance
Follow-Up Collection Activities
Activity codes created in
Credit Collections
Activity Maintenance
The number of days past the customer’s
oldest invoice date that
collections begin
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Follow-Up Maintenance
Follow-Up Collection Activities
Number of days after
the last follow-up
activity that you will
take final action.
The final action
that you will take.
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Follow-Up Maintenance
Follow-Up Collection Activities
Past due balance that activates the
override number of
days.
The override
number of days if the customer’s balance is
greater than the
Maximum Delinquent Amount.
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Follow-Up Maintenance
Generating Credit Collections Activities
Run Credit Collections Nightly ProcessingEnter notes for scheduled credit collections activitiesGenerate scheduled collection letters
Credit Collections Nightly Processing
Determines which customers to include and which activity to perform by evaluating:
Customer and system optionsCustomer balancesThe date of the last scheduled activity
Credit Collections Nightly Processing
Accounts Receivable > Collections Subsystem > Processes > Credit Collections Nightly Processing
Credit Collections Nightly Processing
Scheduled activities are either:Placed in Credit Collections Schedule EntryQueued for Credit Collections Letter Generation
Credit Collection Schedule Entry
Lists all customers that have this activity code as their next
scheduled activity.
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry
Credit Collection Schedule Entry
The customer’s
account balance
information.
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review
Credit Collection Schedule Entry
Past due invoices
and amounts.
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review
Credit Collection Schedule Entry
Any notes that were
previously entered for
the past due
account.
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review
Credit Collection Schedule Entry
Notes Type:
P - Permanent
G - General
T - Temporary
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review
Credit Collection Schedule Entry
Reviewed:
Y – Removed from queue
N – Stays in queue
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review
Credit Collection Schedule Entry
Accept the default or assign a
new activity and a new
date.
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review
Credit Collection Schedule Entry
Accounts Receivable > Collections Subsystem > Credit Collections Schedule Entry > F5-Review
Credit Collections Letter Generation
Sends a letter to all customers assigned to this Credit Collections Type that have a letter scheduled for their next collection activity
Accounts Receivable > Collections Subsystem > Processes > Credit Collections Letter Generation
Credit Collection Letter on Demand
Select the types of invoices to include:
• All overdue invoices
• All undisputed invoices
• Days overdue (enter number of days)
• No invoices
• Select invoices
• Complete list
Accounts Receivable > Collections Subsystem > Processes > Credit Collections Letter on Demand
Entering/Viewing Collection Notes
Enter credit collection notesView, edit, or delete credit collection notesUse the Credit Collections History Inquiry
Credit Collection Notes Maintenance
P - Permanent
G - General (enter the Expiration Days)
T - Temporary (enter the Invoice Number)
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Notes Maintenance
Credit Collection Notes Maintenance
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Notes Maintenance > F5-Notes
Credit Collections Historical Notes Maintenance
Accounts Receivable > Collections Subsystem > Maintenance > Credit Collections Historical Notes Maintenance
Credit Collections History Inquiry
Accounts Receivable > Collections Subsystem > Inquiries > Credit Collections History Inquiry
Credit Collections Activity Report
Accounts Receivable > Collections Subsystem > Reports > Credit Collections Activity Report
Credit Collections Activity Report
Accounts Receivable > Collections Subsystem > Reports > Credit Collections Activity Report
Summary
Set up Credit CollectionsSystem optionsCustomer maintenance settingsCredit collection typesCredit collection activity codesFollow up collection activities
Generate Collection ActivitiesRun Credit Collections Nightly ProcessingRecord scheduled credit collections activitiesGenerate collection letters
Summary
Collection NotesCredit Collection Notes MaintenanceCredit Collection Historical Notes MaintenanceCredit Collections History Inquiry
Credit Collections Activity Report
For More Information…
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